Workflow – Work Platform · Human Resource Development Programme on Environment - MoEF - InWEnt -...

Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008

Supplement 1 to the 2nd Operation Plan

Workflow – Work Platform Human Resource Development

Environment

Training Management

(2007 to 2008 - Version 7 - 24th November 07)

1 Workflow Definitions........................................................................ 2

1.1 Key Actors in HRDP........................................................................................ 2 1.2 Elements for a Knowledge Management and Dissemination .............................. 3 1.3 Overall Operation Planning.............................................................................. 4 1.4 Training Action Plan........................................................................................ 5 1.5 Pre-Implementation Activities .......................................................................... 6 1.6 Post Implementation Activities ......................................................................... 7

2 Course Announcement and Completion ........................................... 8

3 Templates for Lists of Participants, Resource Persons/Trainers ........ 9

The HRDP Work Platform Manual is designed to simplify, explain and standardize the necessary tools and methodologies used in the training and event management exercises under HRDP process. The manual contains definitions, processes, formats and, guidelines for their usage.


1 Workflow Definitions

1.1 Key Actors in HRDP This list provides brief introduction of the Key Actors in the HRDP Process as mentioned in the following parts and other documents. Project coordinator

The person who is responsible for the projects under ASEM or MoEF activities, as per the OP and respective Work Assignments.

Technical coordinator

The person who is responsible for the project implementation locally under the coordination of the project coordinator. Normally he/she is preparing the technical details like contents, type, target groups, TOR etc. He/she defines the needs for the training for implementation activities (can be the same as project coordinator).

Lead organisation Is the organisation under which the funds are provided

TG-HRD Technical Group HRD (MoEF, GTZ/ASEM, InWEnt, CPCB and experts) Represented by the Standing Committee

TMU (Training Management Unit)

The TMU is the Nodal Unit of the Human Resource Development Programmes of GTZ-ASEM and integrates emerging and new initiatives and requirements into a yearly and comprehensive HRD Operational Plan. It is responsible for announcing, coordination / conducting trainings and workshops, quality control, assessment, compiling, documenting and disseminating all the training and capacity building results.

Implementing Training provider

The institution which implements and executes the training event. The Implementing Training provider is generally selected through a tendering process, if not specified already. (TORs are prepared by the project coordinator or the technical project coordinator. The approval process is not considered here.)

Please see also the Quality Assurance Package – Supplement 2 to the 2nd Operation Plan 2007/2008


1.2 Elements for a Knowledge Management and Dissemination This part provides an overview of various functions, their frequencies, stakeholders and the responsibility of actors for the tasks concerned: Area Description Frequency Inform: Responsible Coordination Meetings

meeting of the project coordinators and the Training Management/Information officer

A bi-weekly/monthly

All stakeholders TMU – coordination, follow-up, dissemination

Operation Plan and Code Master

Gives the framework of all HRD activities. Code Master lists are kept and updated

Continuous Updated Version communicated every month

MoEF, ASEM and coordinators and InWEnt on request and updated version part of monthly reports

Coordinators – provide information/data; TMU – follow-up, updating, management, dissemination

Status/Track Master

Table of the status of all activities

Continuous Coordination meeting

Coordinators – provide information/data; TMU – follow-up, updates, disseminates periodically

Master Lists:

Participants Training Events Material and Reports

5 days after incoming information

Updated versions are part of the quarterly reports (and on request)

Coordinators – provide information/data; TMU – follow-up, updates, disseminates

Website (Content Management System)

All activities are announced, described and when completed stored with all relevant material – Updated constantly

As soon as new WAS or events are to be published

Major changes: e-mail to stakeholders about the changes

TMU – follow-up and updating; Coordinators provide information

Newsletter Compilation, publishing and distribution of the Newsletter

Quarterly (can be changed to monthly if necessary)

Stakeholders Projects And distribution list

TMU

Reports Monthly Every 7th

workday Stakeholders TMU

Quarterly: every 15th of the following month

Stakeholders, Summary in WEB-site and Newsletter

TMU

Yearly: Planning and Evaluation Workshop February for the coming fiscal year

Stakeholders, Summary in WEB-site and Newsletter Participants of Planning and Evaluation WS

TMU – coordination, organization, follow-up and dissemination; Coordinators contribute with inputs


1.3 Overall Operation Planning Responsibilities for keeping track of progress of implementation Training Management:

• Keep actively track of each event planned (Status/track database) • Integrate Changes • Update WEB page with modifications • Keep Code list • Document material (participants, reports, evaluations)

Project Coordinators: • Use the codes for communication • Communicate modifications, changes to Training Management • Inform about start and completion • Send material for documentation • Contribute to the Newsletter • Make sure that contracts contain the necessary deliverables • Name responsible Technical coordinator is necessary

Training providers: • Name contact person for technical coordination • Deliver according to contract

This part provides a bird’s eye view of the entire HRDP process over a given year.

2007/08 input

Preparation of a draft HRD-Operation Plan (Text and Chart)

⎢

Planning Workshop for the new HRD activities

⎢

Final Draft of HRD-Operation Plan

⎢

Approval of the HRD Operation Plan (2007/08)

⎢

Training Action Plans

⎢

Execution / Documentation / Dissemination

⎢

Input into 2008/09 HRD-operation planning

⎢


1.4 Training Action Plan Training Action Planning describes the complete life-cycle of a training/workshop/event to be organized and the various roles of TMU, Coordinators and other actors at each stage of progress in the direction of organizing the said event:

Training/Workshop “Action Planning”

Event is prepared for implementation Pre-implementation activities

□ Seek the activity details from the project coordinator and the technical project coordinator if not already given

□ Prepare entrance into Activity Status Database and the Master Lists to keep track of the activity

□ Pre-Announcement in the WEB platform and Newsletter (Target group, contents in brief, eventually application form)

□ Send Training evaluation forms to implementer

Full organisation Knowledge Management Organise and implement all necessary steps and update WEB platform accordingly

Keep track of the status and update WEB platform accordingly

Follow up

Post implementation activities □ Get Training / activity report (includes hard and soft copy, list of participants, training

evaluation if applicable). □ Evaluation of Training/’Workshop report □ Collect and process the training evaluations □ Publish short report in WEB and Newsletter (including categories of the target groups,

number of participants, main results) □ Update the documentation (master lists of activities, of participants, of trainers and project

history, Operation Plan)

Report closure of the Activity MoEF, ASEM, InWEnt


1.5 Pre-Implementation Activities Responsibilities for the preparation for implementation Training Management:

• Seek the activity details from the project coordinator • Prepare entrance into Activity Status Database and the Master Lists to keep track of the

activity • Pre-Announcement in the WEB and Newsletter (Target group, contents in brief,

eventually application form) • Send Training evaluation forms to implementer

Project Coordinators: • Write Work Assignment for TM (if TM has full organisation task) • Provide information in time to TM (course announcement …) • Communicate modifications • Check if WEB platform is updated • Check correct Questionnaires

Training providers: • Provide programme announcement to TM and project coordinator • Deliver according to contract

Pre-implementation activities are part of the daily responsibilities of the Training Management and the project coordinators in case of Project-Organised activities. In case of activities that are fully organised by the training management, they start with the reception of Work Assignments. The following process is generally relevant:

Event is prepared for implementation

Code Check/assignment and OP update

Communicated to the stakeholders (Mail)

Get details from the technical coordinator

Prepare entrance into Activity Status Database and the Master Lists

Pre-Announcement in the WEB and Newsletter

Send Training evaluation forms to implementer

Either TMU organised or under Project responsibility Please refer to the Quality Package for the respective tools and guidelines required at this stage by the Training Providers, Coordinators and the TM.


1.6 Post Implementation Activities Responsibilities for keeping track of progress after implementation Training Management:

• Get actively Training / activity report (includes publishable summary for WEB) • Process of Report evaluation • Collect and process the training evaluations • Publish short report in WEB and Newsletter • Update the documentation (master lists of activities, of participants, of trainers and

project history) Project Coordinators:

• Provide information in time to TM (course summary …) • Check if WEB site is updated • Process of Report evaluation

Desirable: • Provide input for Newsletter if required

Training providers: • Send reports in time

Post-implementation activities start with the Termination of a Workshop or training event. The following process is relevant:

(Training) Event is over

Actively Get Training / activity report (includes hard and soft copy, list of participant, training evaluation if applicable). Regular

communication between the Coordinators concerned and TMU. Follow-up and status update by TMU

Evaluation of Training Report (contents, completeness)

Collect, document and publish the training evaluations

Publish short report in WEB and Newsletter (including categories of

the target groups, number of participants, main results)

Update the documentation (master lists of activities, of participants, of trainers and project history)

Please refer to the Quality Package for the respective tools and guidelines required at this stage by the Training Providers, Coordinators and the TM.


2 Course Announcement and Completion Given below are the standard form relevant for the announcement and the final completion of each HRD measure. The Course Announcement and Completion template relates to the pre- and post-event announcement and the documentation of results on the WEB platform, newsletter and elsewhere. It is designed to provide the complete overview of the measure for different steps of the implementation process: Characterising the measure before the implementation and – completed/corrected - after the implementation. The format simultaneously is to be used as an Executive Summary of the Training or Workshop Report. The completed forms are to be sent to the TMU as soon the final info is available. Only in completion mode Access only with code for intranet

Code

Title

Short title

Training type

ASEM thrust area

ASEM project

Training provider

Institutions involved

Target group

Course objectives

Expected or achieved results/impacts

in terms of • Awareness • Knowledge • Skills

Indicators for success/impact

Description of contents / agenda

Participants numbers Total ____ male ____ female ____

Start dd/mm/yy

End dd/mm/yy

Duration

Venue

Pictures “give files in JPG”

Press clippings “give files in JPG”

Event report and material “give files in MS office formats and/or pdf”

Contact for more information

More information with access code (Give list of filenames of training material, Schedules, participant lists, evaluations etc.)

Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) 2006 – 2007

3 Templates for Lists of Participants, Resource Persons/Trainers The respective templates given below are to be used for registration of participants, trainers/experts and resource persons. The same information is subsequently fed into the Master Lists. The lists are part of the Workshop/Training Report. Completed templates are to be sent to the TMU as soon the final information is available. The TMU manages the Master Lists. Please no paragraph return inside the textboxes! Title and code Time and Venue Name/sex Dept./Org. Designation Address Ph. No. Mob. E-Mail

or Participant List Serial No: Training Name: Code: Date: Location: Name Sex Dept. /Org Designation Address (es)

Ph. No. (office) Res.-Phone No. E-mail Mobile Specialization

Name Sex Etc,

Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) 2006 – 2007

Resource person List Training Name: Date: Code: Location: Sex Name Area covered,

specialisation Educational qualification

Designation, organization and address of work

Ph. No. (office) Mobile E-mail

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